How do I void or reissue a payment in Aclarian?

The Void and Reissue Form is used when a payment needs to be cancelled or replaced. You can use it to:

• Void a payment: Cancel a payment that was issued in error. The payment is marked as void in all reports and a void line is produced in your next positive pay file.
• Reissue a payment: Cancel the original payment and issue a new one with a new check number. All original accounting entries are reversed and a new entry is created.
• Void an unissued payment: Cancel a payment that has been approved but not yet printed or sent to the bank. This stops the payment before it reaches Check Batch Processing or ACH transmission.

Where to find it: Payments > Forms > Void Reissue Form

Which Option Do I Use?

When you open the form, you will see two options at the top:

• Void/Reissue Issued Payment: use this when the check has already been printed or the ACH has already been sent to the bank
• Void Unissued: use this when the payment has been approved but not yet issued. The payment status will show as New.

Option 1: Void or Reissue an Issued Payment

Use this option when the payment has already been issued.

Common situations:

• A check was printed with errors or lost before delivery
• A payment was sent to the wrong vendor
• You need to update payment details and resend

Steps:

1. Select Void/Reissue Issued Payment
2. Choose Search From such as Check Request or Quick Pay
3. Choose Search By such as Check Number, Invoice Number, or Vendor
4. Enter the search value and click Search
5. Find the correct payment and click Select. The form will populate with the payment details.
6. In the Action dropdown, choose Void or Reissue Check
7. Enter the Effective Date

What Is the Effective Date?

The Effective Date determines when the GL posting will take place.

Think of it like a posting date. Whatever date you enter is the date the GL reversal will be recorded in your books.

For example:

• If you enter an effective date in April, the GL reversal will post to April's data
• If you enter an effective date in May, it will post to May's data

This matters for monthly reporting and reconciliation. Make sure the effective date reflects the period you want the void or reissue to appear in. If you are not sure which period to use, confirm with your finance team before saving the form.

1. Upload any supporting documentation if needed
2. Click Save to submit the form into workflow approval

What happens after approval:

• The original payment is marked as void across all payment reports
• The Voided Date is recorded. If reissued, the Reissue Date is also recorded.
• GL entries are automatically reversed
• A void line is produced in the next positive pay file
• The original Paid Fiscal Year and Paid Fiscal Month are permanently retained on both the voided and reissued records
• In the Payment Transaction Detail Report, click the caret next to the transaction to see the full void and reissue history

Option 2: Void an Unissued Payment

Use this option when the payment has been approved but has not yet been printed or sent to the bank. This is the right path when you catch an error during check printing or ACH batch review.

Steps:

1. Select Void Unissued
2. The form will automatically show only payments with a status of New. Paid or issued payments will not appear.
3. Search and select the payment
4. Complete any required fields and upload supporting documentation if needed
5. Click Save to submit into workflow

What happens after approval:

• Only the AP GL postings are reversed. There is no cash or Treasury Management impact.
• The payment is removed from Check Batch Processing or the ACH batch
• For ACH payments, the system prevents bank transmission
• The payment is completely removed from Payments Reports
• The Void Reissue Form is linked back to the original payment form

Important Notes on Reissued Payments

Reissued payments will not use the original payment method. They will appear in Check Batch Processing for manual printing.

If you want the reissued payment to go through Auto Pay instead, use the Convert to Auto Pay option in Check Batch Processing.

What Void Unissued Does Not Cover

Void Unissued applies to:

• Manual check batch payments
• ACH payments configured as Manual Batch or Automatic Batch

It does not apply to:

• ACH payments with Batch Configuration set to No Batch
• Payments that have already been issued. Use Void/Reissue Issued Payment for those.
• SmartPayables and physical checks

Quick Reference

Click the link below to open the full user guide. You can view it online or download it for easy reference anytime.